WEB-PAGE SPECIFICATIONS | Administrative Procedures

7540.02 - WEB-PAGE SPECIFICATIONS

These procedures, AP 5723, AP 7540A and Form 7540.03 F1, Form 7540.04 F1, and Form 7540 F4 will apply to all web pages supported on the School Board servers, whether created by schools, departments, staff, students, or other persons. The Superintendent or his/her designee retains final editorial authority over all content placed on the Board's servers and displayed on the Board's web site. The Superintendent or his/her designee has the right to remove pages or links from any web page based upon his/her determination of inappropriate content.

The District's web site(s) is/are intended to serve as instructional, communication, and public relations tools. The web pages aim to provide timely, supportive, and educational information to the students, staff, and community. The web site(s) are created in order to provide easy access to a wide variety of rich media and educational resources that directly support student achievement, professional development, and accessible, the District will strive, to the extent technologically and emphasizing content and providing information on web pages designed with accessibility in mind. Individuals responsible for designing, developing, and create web sites that allow persons with disabilities identified at the end of this document to access the information and content on the District's web site. By following the web page design criteria set forth below, the designers and authors of the District's web site can improve the opportunities for persons with disabilities to access the information and content contained on the web pages that make up the District's web site(s).

First Page of the School Building Website(s)

The first page of the individual school's web site(s) should contain:

the index or table of contents for the site;
contact information, including the school's name, address, and phone number, the name of the building principal, and a map/directions to the building;
the webmaster and e-mail address of the person responsible for the site;
a date when the page was last updated or modified;
index.html;
a link to the Board’s web site;
identification of (or a link to) the Board's agent to receive notification of claimed copyright infringement (including name, mailing address, telephone number, fax number, and e-mail address);
links to appropriate disclaimers.

Organization of Site Structure

Use a large-scale, commonly understood navigation scheme (i.e., the overall plan or file structure) should provide quick access to information and help the user understand how the information is organized. It is recommended that a storyboard be used to plan the website.
Each page should be designed with the audience and goal in mind.
Maintain a simple, consistent page layout. A basic page format should be used, e.g. use the same background, locate navigation tools in the same place on the page, have consistent link appearance, and have consistent font size and type. Be consistent on all pages.
The website may include areas such as staff information, student projects, calendar, school information and mission statement, technology plan, and geographical information.
There should be a "mail to" link that provides a means of feedback on all main pages.
Avoid parallel columns. (Though newer screen readers can now handle columns, older voice output systems read across the screen and jump from column to column.)
Design pages so that users do not have to scroll from left to right to see the entire page.

Keep Your Website Current

Pages should be checked regularly to ensure that links are working and meet Board standards. Check to make sure all internal and external links work properly.
Remove expired date-related items.
Maintain and update files by removing unneeded or outdated files.

Grammar and Spelling

All pages should be grammatically correct.
All words should be spelled correctly - web pages should be spell checked.

Navigation Tools

Position navigational aids throughout documents and document groups. For example, all pages should include a "back to" main menu in order to provide a link back to the web site index or home page, or a "skip to main content" link in the upper left corner that allows users to jump past repetitive navigation options.

Backgrounds

Keep backgrounds simple, and use high contrast to allow easy viewing of content. Light colors are better. Select backgrounds that make text easy to read.
Keep background tiles small.
Backgrounds should be in GIF format.
Re-use background images, pages will reload quicker and the user will be able to view pages with ease.
Do not use a background to convey information.
Do not "name" your colors. Use the hexadecimal number for colored backgrounds. If using a tiled image, make the background color approximately the color of the tiled image.
Avoid low-contrast color combinations or colors that may not be recognized by lower-resolution screens.

Intellectual Property

All website authors must follow all applicable and existing intellectual property laws (copyright and trademark) pertaining to the use of text, images, video, audio/sounds, and hyperlinks to other web sites/pages. (see AP 2531)
The Board retains proprietary rights to web sites/pages hosted on its servers, absent written authorization to the contrary.

Naming Structure

Use all lower-case letters for names of documents and graphics.
Do NOT use any spaces or other symbols in naming HTML documents or graphics.

Graphics/Video/Audio

Smaller is better, images should be less than 50k.
Images need to be in GIF or JPEG format.
Provide short, simple, and meaningful alternative text for all graphical features. Use the "alt" tag to describe your picture for text-only browsers.
Use GIF format for drawings and line art.
Use JPEG format for photographic color images.
Re-use graphics when appropriate. When graphics are re-used, they remain in the computer and will load more quickly onto a web page.
Avoid using flashing content, as it may cause seizures in susceptible users.
Provide transcripts, descriptions, or captions for video and audio files to assist persons with visual and hearing disabilities.

HTML Standards

It is reasonable to expect that users will see your page using a variety of browsers including Internet Explorer and Mozilla Firefox.

Test web pages on a variety of browsers, including text-only browsers, and at a variety of screen resolutions to confirm the text pages look right to the greatest number of users.
Check your website on multiple platforms, and test pages on small screens to confirm the pages do not bleed off the screen.
Use standard, universally recognized HTML tags - do not use tags which are specific to one (1) browser.
Use HTML syntax checkers to search your site for programming mistakes.

Frames and Special Formats

Do not use frames pages. If you do and you link to external content, make sure you are not infringing on any copyrights associated with the web site/page to which you are linking. Additionally, if you use frames, make alternative versions of those pages that persons with disabilities can use. To make them accessible to screen reader devices, add meaningful titles to each frame so the user can navigate between them easily.

Provide text-based delivery alternatives for as much information as possible. Do not rely solely on special formats (ex., Adobe Acrobat) that can be more difficult for text and voice systems to read.

Use of Student Names, Pictures, Original Work, and E-Mail Addresses

The District Board will allow the use of photographs of students, names of students, and displaying original work of students on websites in accordance with the following procedures:

Identifiable photographs of students and/or student's first names may be placed on the Internet only after the appropriate release form has been signed by the parents or guardians.
Last names of students and students' e-mail addresses should never be used.
Original work by students such as art work, poetry, essays, performances, etc., may be placed on the website only after the appropriate release form has been signed by the parents or guardians.

Prohibited Uses

Under no circumstances may a web page hosted on the Board's servers be used for commercial purposes, advertising, political lobbying, or to provide financial gains for any individual. Included in this prohibition is the fact no web pages contained on the District's web site may:

include statements or other items that support or oppose a candidate for public office; the investigation, prosecution, or recall of a public official; or passage of a tax levy or bond issue;
link to a web site of another organization if the other web site includes such a message;
communicate information that supports or opposes any labor organization or any action by, on behalf of, or against any labor organization;
include defamatory, libelous, or obscene matter;
promote alcoholic beverages, cigarettes, or other tobacco products or any illegal product, service, or activity;
promote illegal discrimination on the basis of race, color, religion, natural origin, disability, age, or ancestry.

Additionally, no web pages may contain obscene, profane, vulgar, sexually explicit, defamatory, harassing or abusive language, or be utilized to intimidate or bully another person.

Content for the District's Website(s)

All subject matter on web pages must relate to curriculum, instruction, school-authorized activities, general information, supporting student safety, growth, and learning, or public information of interest to others. The following information/content will/may be addressed in the District's web site(s):

School Information
Contact Information
1. Name
2. Physical address
3. E-mail
4. Web address
School Background
1. History
2. Mission
3. Song
4. Logo
Virtual School Tour
1. Directions
2. Map
3. Photos
4. Classrooms
5. Video
6. Live cams
School Accomplishments
1. Awards
2. Achievement
3. Grants
4. Special Thanks
School Announcements
1. Events
2. Schedules - including bus schedules
3. Calendars
4. Timeliness
5. Lunch Menus
News and Information
1. Agendas and Minutes
2. Newspaper
3. Electronic Magazines
4. Announcements - closings (e.g., storm days)
5. Employment Opportunities
School Policies and Procedures
1. Mission
2. Philosophy
3. Handbooks
4. Curriculum Guides
5. Policies
6. Programs
People Information
1. Staff/Administration
  1. Principal Welcome
  2. Directory (name, position, contacts)
2. Teacher Pages
  Directory (name, position, contacts)
3. Class or Grade Level Pages
  1. Classroom
  2. Projects
  3. Assignments
  4. Themes
  5. Field Trips
4. Student Pages
  1. Project Posting
  2. Sharing
  3. Links to personal pages (off-site)
Support Departments
1. Content Area Departments
2. Library/Media
3. Technology
4. Health Services
5. Bus Routes
6. Art and Music
7. Sports
8. Clubs
9. After School Programs
10. Special Programs (special education, etc.)
Curriculum Connections
1. Student Resources
  1. Assignments
  2. Course Information
  3. Projects
  4. Popular/Relevant links (developmentally appropriate, curriculum relevant content)
2. Teacher Resources
  1. Lesson Plans
  2. Professional Development
  3. Popular/Relevant Links
3. Parent Resources
  1. Parenting Resources
  2. Popular/Relevant Links
4. Curriculum Materials
  Online curriculum materials - lessons, activities, homework
5. Grades
Community Information and Outreach
1. Local Information
  1. Weather
  2. Geography
  3. Demographics
  4. Culture
  5. Events
  6. Attractions
  7. Library
2. Local Resources
  1. Natural and Historical Resources
  2. Business and Nonprofit Contacts
3. Business Connections
  1. School Supporters
  2. Grants
  3. Free Advertising
4. Call for Participation
  1. Volunteers
  2. Wish List
  3. Funding Needs
  4. Gather Information/Feedback from parents and community

Neither staff nor students may publish on the District's web site(s) personal pages or pages for individuals or organizations not directly affiliated with the District.

Website Evaluation

Before releasing or publishing a web site/page, the site administrator or designee shall conduct a web site/page evaluation to assess the following criteria: age appropriateness (appealing and readable); content (relevant, accurate, complete, objective, current, clear and concise, informative, appropriate, links working); intellectual property issues (sources cited; sponsoring organization identified (i.e., class, school, activity); release obtained; format (accessible, navigation, searchable, functional/useable, download speed, pages dated as to creation/update).

Disclaimers

Links to the following disclaimers shall be utilized as appropriate on the District's web pages:

"The links in this area will let you leave the District's web site(s). The linked sites are not under the control of the District and the District is not responsible for the contents of any linked sites, or any links contained in a linked site, or any changes or updates to such sites. The District is providing these links to you only as a convenience and the inclusion of any link does not imply endorsement of the site by the District."

Student Developed Web Pages

All web pages created by students and student organizations on the District's computer system will be subject to treatment as District- sponsored publications. Accordingly, the District reserves the right to exercise editorial control over such publications.

Domain Name and Copyright

The District has registered its domain name(s) for the purpose of exclusive Internet identification. The District asserts copyright and/or other intellectual property rights in its domain name, District identification, District logo, and all content on the District's web site(s). All rights are reserved. Outside parties, including parents, patrons, or outside organizations may not use District and/or school domain names in connection with the publication of web content. Under no circumstances shall any party use District and/or school domain names to promote political issues, causes, or candidates.

General Disclaimer

Information provided on the website carries no express or implied warranties as to accuracy, timeliness, or appropriateness for a particular purpose; in addition, the Board disclaims owner responsibility for content errors, omissions, or infringing material, and disclaims owner liability for damages associated with user reliance on information provided at the site.

Events

Visitors rely on information on the web site at their own risk. Times and dates are subject to change and spectators or audiences are strongly encouraged to contact the school for the most recent schedule.

Examples of Disabilities and How They Affect People's Abilities to Perceive and Use Web Sites/Pages

Visual Disabilities
1. Blindness - people with no sight typically browse the Internet using voice-output software or refreshable Braille hardware. Such devices "read" what is on the screen to the user.
2. Low Vision - individuals who have limited vision may use screen enlarging software.
3. Color blindness - to perceive color differences on a computer monitor, individuals with color blindness need high contrast. Also, designers/developers/authors should be mindful of the forms of color blindness when choosing color schemes. Typical color blindness involves the inability to distinguish between red and green, blue and green, or blue and yellow; some people see black and white only.
Auditor Disabilities
1. Deafness - people who cannot hear, experience a web site/page only through its text, graphics/images, and video.
2. Hard of hearing - individuals with limited hearing may use sound- enhancing peripherals.
Physical/Motor Disabilities
People with physical disabilities or limited motor skills may have difficulty with the following computer-related tasks:
1. Detailed manipulation of input devices such as a mouse or roller ball.
2. Holding down multiple keyboard keys simultaneously.
Cognitive/Language Disabilities
Typical problems for people who have cognitive disabilities or disabilities that affect their language skills include the following:
1. Difficulty with spatial reasoning and/or visualization skills.
2. Difficulty with reading and/or understanding written text (ex., persons with dyslexia).

Persons wanting to learn more about web accessibility standards and procedures should consult with the following Internet sources:

The Access Board (www.access-board.gov) - Federal agency dedicated to accessible design.

World Wide Web Consortium (www.w3.org) - organization developed "Web Content Accessibility Guidelines 1.0."

Revised 8/5/02
Revised 2/28/06